J-1 Departmental application and responsibilities

The University of Oregon's Exchange Visitor program is authorized to sponsor foreign nationals who have been offered contracts for temporary employment (e.g., visiting professors, lecturers, post-doctoral researchers) or extended courtesy appointments as visiting scholars. The J-1 visa cannot be used for tenure-track or other permanent employment, as it is a non-immigrant visa intended to encourage cultural and academic exchange.

Eligibility

The University's J-1 Exchange Visitor Program sponsors visiting professors and research scholars to engage in teaching, research, and other academic activities. Eligibility for the Exchange Visitor Program requires either (a) a UO contract for temporary employment as a visiting professor, instructor, or researcher; or (b) a UO courtesy appointment as an unpaid visiting scholar hosted by a UO academic department. Persons hired to permanent employment (e.g., tenure-track faculty, career instructor, and career research scientist) positions are not eligible for participation in the J-1 Exchange Visitor Program and should review our H-1B Faculty page instead.

Application

The University of Oregon's Exchange Visitor program is authorized to sponsor foreign nationals who have been offered contracts for temporary employment (e.g., visiting professors, lecturers, post-doctoral researchers) or extended courtesy appointments as visiting scholars. The J-1 visa cannot be used for tenure-track or other permanent employment, as it is a non-immigrant visa intended to encourage cultural and academic exchange.

Step 1: Inviting Visting Scholars
Complete the J-1 Visiting Scholar Application

Visiting scholars are typically overseas faculty who are extended courtesy appointments as visiting professors or researchers. UO academic departments planning to host a visiting scholar should begin the process at least 3 months before the visiting scholar’s arrival in the U.S.

The J-1 Visiting Scholar Application should be completed by the academic department in conjunction with the scholar and submitted to the Office of International Affairs. The application form requires:

Contact Human Resources for information regarding contract and courtesy appointment requests.

International Affairs will use the documents submitted by the academic department to prepare the DS-2019 (immigration document) needed by the visiting scholar to apply for a J-1 visa at the U.S. Consulate office in their country. Departments will be responsible for mailing the DS-2019 packet to the visiting scholar in their home country by express mail.

US Department of State English Proficiency Requirement

As of 2015, the US Department of State now requires institutional sponsors of J-1 exchange visitors to determine that the prospective visitor's English is sufficient to participate in the program, as well as "to function on a day-to-day basis" outside of the direct activity of the exchange. The J-1 regulations require sponsors to make their determinations regarding English proficiency using an "objective measurement of English language proficiency," by means of one of the following three methods:

  1. "A recognized English language test,"
  2. "Signed documentation from an academic institution or English language school," or
  3. "A documented interview conducted by the sponsor either in-person or by videoconferencing, or by telephone if videoconferencing is not a viable option"

Sponsors must also "retain evidence of how they measured applicants' English language proficiency so that it may be made available to the Department [of State] upon request." This documentation must be included in the J-1 Visiting Scholar Application and will be kept with the scholar's file in the Office of International Affairs. For more information on the English requirement, see: English Language Proficiency.

Step 2: UO Department Responsibilities

Pre-arrival

  • Make initial contact with visiting scholar
  • Conduct phone or Skype interview with scholar to determine appropriate English ability or obtain copy of English Language Exam (i.e. TOEFL)
  • Request contract or courtesy appointment letter from Academic Affairs
  • Submit application to invite visiting scholar to International Affairs (See details in Step 1 above)
  • Mail immigration document (DS-2019) and instructions provided by International Affairs to scholar

Post-arrival

  • Refer scholar to International Affairs for mandatory orientation
  • Provide appropriate support and resources for visiting scholars, including access to on-campus resources, as well as housing assistance if requested by the scholar.
  • Assist the scholar in complying with mandatory health insurance requirements
  • Submit documents for program extensions to International Affairs
  • Refer scholar to International Affairs when scholar departs the UO

Scholars are REQUIRED BY LAW to meet with an international scholar adviser within 30 days of their program start date. Email ischolar@uoregon.edu or call (541)346-3206 to schedule a mandatory orientation.

Host Department Responsibilities

The host department and supervising faculty member are required to assist the visiting scholar with adjustment to campus and to life in the US (helping to obtain a UO ID card, email address, work space if possible, and answering basic questions regarding housing, health insurance, schools etc). The supervisor is required to monitor the activities of the visiting scholar to ensure they continue to engage in the research collaboration and exchange for which they are here. The supervisor should meet with the scholar on a regular basis for the purpose of collaborating on their research goal throughout the length of the program. If the scholar does not attend regular meetings or leaves the program early, engages in employment, or makes any other changes to their program, the department must notify the International Scholar Advisor (ischolar@uoregon.edu) immediately. The department should set up expectations of the nature of the research collaboration upon arrival with the scholar, and follow up throughout the J-1 program. They should also refer the scholar for check-in and orientation with International Affairs as soon as the scholar has arrived to the UO.  Learn more about local resources and J-1 regulations.

Costs

The figures provided are estimates and are for planning purposes only for international students and scholars. The student estimated expenses are courtesy of the UO Office of Financial Aid. Living expenses and insurance costst for international scholars are based on the estimates for Graduate Teaching Fellows.

Scholar Living Expenses for 12 months - $18,000

Additional Dependent (Spouse & Children) Expenses for 12 Months

Spouse—$8,400
Per Child—$3,000

International Visiting Scholars and Dependents, Expenses Per Month

Scholar—$1500
Spouse—$700
Each Child—$250